Vehicle Policies

University Vehicles may ONLY be used for official University business and may NOT be used for any other purpose. University vehicles are not covered by liability insurance. Rather, University employees, students, agents or volunteers who drive a University vehicle for the sole purpose of participating in authorized University activities are covered for liability (contact Risk Management for details). This means that no coverage is provided for anyone, including any University employee, who operates a Motor Pool vehicle for nonauthorized, non-University business purposes.

University employees, University students, agents of the University and University volunteers may be drivers and/or passengers of University vehicles. Non-University employees or non-University students may only ride in a Motor Pool vehicle if they are participating in the function for which that vehicle is being used; however, they cannot drive a Motor Pool vehicle. See Reserving a Vehicle, for required approvals. Contact Risk Management for the definition of an agent.

Only drivers with valid driver's licenses may operate a Motor Pool vehicle. The driver must have the license in his or her possession at all times while driving the vehicle.

The individual operating a vehicle is responsible for any parking and traffic violations. Damage to a vehicle due to other than normal usage may be charged to the department.

UNIVERSITY POLICY PROHIBITS TAKING UNIVERSITY VEHICLES TO PRIVATE HOMES. Violation of this policy means the driver may be personally liable for injury or property damage. (See UA Insurance Coverage Brochure available from Risk Management.) The University Fleet Manager may make occasional exceptions to the policy if taking the vehicle home is integral to the business purpose of the trip.

Complete a Request for Motor Pool Vehicles (RMPV). NOTE: State Risk Management requires that drivers of High Occupancy Vehicles (HOV) receive training. Due to the new requirements, Requests for Motor Pool Vehicles (RMPV) must be completed for all HOV rentals and the names of all driver's listed on the RMPV. Please contact UA Risk Management at 621-1790 to schedule this training.

Obtain the following approvals:

1. Department head, director, dean or faculty advisor: All forms.

2. Student Programs: Non course travel by University students.

3. Fleet Manager:

   1. When Agents of the University or University volunteers will be a driver.

   2. When passengers in a vehicle are not University employees or University students.

   3. For out-of-state travel or foreign travel.

Click Here for current vehicle rates.

Call the Motor Pool to reserve the required vehicle as soon as the details of the trip are known OR reserve a vehicle online.

Cancel vehicle reservations as soon as possible, as others may wish to use the vehicle. Failure to cancel 24 hours prior to dispatch time will result in a cancellation fee equal to one days vehicle rental.

Notification should be given in writing, not less than 24 hours before the trip in the event of any change involving:

1. Change in hour of departure or return,

2. Change in destination, OR

3. Change in type of equipment.

Vehicles will be held for one hour after the scheduled departure. Vehicles may be released to other users after that time. A cancellation fee of one day's rental will be assessed.

Vehicles may be picked up at the Motor Pool from 6:00am to 5:00pm Monday through Friday. 6:00am to 12:00pm Saturday and 12:00pm to 6:00pm Sunday

Inspect the vehicle for preexisting damage/discrepancies, if any, request that the dispatcher notate on the rental contract.

Individuals driving Motor Pool vehicles must show a valid driver's license, a current University ID and sign a Motor Pool Rental Agreement when picking up a vehicle. The dispatcher will verify that all drivers of HOVs have attended the state mandated training sessions.

The individual picking up the vehicle must know the account number to be charged. (This account number must match the one given on the Request for Motor Pool Vehicles form.)

All vehicles will have a full tank of gas when they are picked up from the Motor Pool. When using the Motor Pool vehicle around Tucson, use the Motor Pool gas pump to refuel.

If using a Voyager Fleet gasoline credit card (obtained from the Motor Pool staff) while on an extended trip, write the license plate number and the Motor Pool vehicle number on the charge slip. A list of companies, which will honor the credit card, will be provided with the credit card. If the service station will not accept the credit card, pay for the gasoline and get a receipt. Every Effort should be made to use the Voyager Fleet card, as it saves the University money, i.e. fuel purchased by other means may be reimbursed at the per gallon rate less the $0.18 per gallon Federal Excise Tax savings realized by using the Voyager Fleet card. (Mexico exempt.)

A valid receipt must show date of purchase, name of vendor, the license plate number and Motor Pool vehicle number, and the total amount paid. Present this receipt to the Motor Pool staff upon completion of the trip and they will prepare a Check Request.

1. If $50 or less, the Check Request will be forwarded to Accounts Payable.

2. If greater than $50, the Check Request will be routed to the fund accountant for signature. The fund accountant will forward the Check Request to Accounts Payable.

3. Accounts Payable will process the reimbursement and it will be added to the employee's after tax net pay.

All credit cards and receipts must be returned to the Motor Pool upon completion of the rental.

In the event of a mechanical breakdown or an accident, follow instructions in the Operator's Guide, located in the glove compartment of each vehicle. Emergency phone numbers are also supplied in this material.

If repairs to a Motor Pool vehicle are necessary, call the Motor Pool for approval. The Motor Pool will either pay the vendor directly or instruct the driver to pay for the repairs with the credit card. If the driver must personally pay for any repairs, a valid receipt must be obtained for reimbursement.

Any alterations to a vehicle (for example, removal of seats from a carry-all) must be performed by Motor Pool personnel.

Return vehicle(s) to the Motor Pool immediately upon completion of official University business in compliance with University policy.

1. If returning the vehicle between 6:00 am and 5:00 pm, park the vehicle in the spaces provided inside the Motor Pool compound, locked. Return the key to the dispatch counter.

2. If returning the vehicle between 5:00 pm and 6:00 am, park in the north parking lot. Leave the vehicle locked and place the keys in the drop box on the fence to the Motor Pool compound, next to the blue emergency phone.

Any unclaimed items left behind in a Motor Pool vehicle are turned over to University of Arizona Police Department (UAPD) if not claimed within one week.

Use the form in the glove compartment to report any mechanical defects to the Motor Pool upon return of the vehicle.

If any damage is incurred, fill out the Automobile Loss Report located in the glove compartment.

Account Number: Record the six digit FRS account number to be charged

Travel Type: Indicate the destination of travel for which this vehicle will be used.

Travel Authorization Reference No.: If a Travel Authorization is required in conjunction with this form, enter the Travel Authorization number.

Travel Information: Record the name and title of the person for whom the vehicle(s) is to be reserved, last name first. This person will have primary responsibility for the vehicle(s) and his/her name should be used when referring to the reservation and in picking up the vehicle. NOTE: THIS MUST BE A UNIVERSITY EMPLOYEE, STUDENT, AGENT, OR VOLUNTEER.

Noncourse/course: Indicate whether or not the transportation will be used in conjunction with a University class. If the "course" box is checked, enter the course number and the semester in which the transportation will be required.

Vehicle Types/Number: Record the type and number of vehicle(s) requested. Check here for available vehicle types.

Number of Passengers: Record the number of faculty/staff, students and non-University related persons (other), not including the driver, who will ride in the vehicle(s). NOTE: If non-University persons will be riding in the vehicle, list their name(s) and the reason(s) in the Purpose of Trip section. These riders must be approved by the Fleet Manager.

Destination: Record the farthest point of travel from the campus.

Depart/Return: Record the date and time the vehicle is to be picked up and the date and time the vehicle will be returned.

The ESTIMATED RENTAL CHARGES are equal to the sum of the rental charges plus the mileage charge.

Not applicable. Chauffeuring services are no longer offered.

The TOTAL ESTIMATED EXPENSE equals the ESTIMATED RENTAL CHARGES.

The TOTAL is the sum of the TOTAL ESTIMATED EXPENSES.

Purpose of the Trip: Record the reason(s) for the use of the vehicle. If passengers will be riding in the vehicle(s) who are neither employees nor students, list their names in this area. If renting an HOV, list the names of the drivers. ALL drivers must have attended the mandatory HOV training.

Approvals: Obtain the required approvals.